Items needed:
Itemized original receipt(s)
Taped (not stapled), flat (no folding) to fit to 8.5” x 11” paper (cut the receipt if it does not fit within the dimensions of 8.5” x 11” paper).
If paying by credit card, debit card or check card please include the customer copy of the signature slip if provided.
Copies are not permitted under any circumstances unless original was submitted to another BC office (please make a note of this on your submission).
Payment with a check:
Monthly bank statement (contains name of reimbursee and transaction(s); all other information may be blacked out) AND Canceled check image (front and back)
List of attendees (if less than 20 people)
Must contain names, not simply e-mail addresses
Back-up Documentation
Events: publicity (name of event, date, location, description, audience) Contract or invoice including itemized costs
Conferences: Registration confirmation (paid)
Meetings: Agenda with date, name of group, and attendees
Travel: Original boarding passes (taped flat to 8.5” x 11” paper)
Instructions:
Tape all items smaller than 8.5” x 11” flat to an 8.5” x 11” sheet of paper.
Never use staples. All documents, once completed, may be bound by paperclip only
Double check to make sure you have filled out all forms properly and attached all required materials
Submit paperwork to GSA Financial Director in the Murray Graduate Student Center room 101.
Special note:
Reimbursements can only be made to the person who paid for the item(s). Bank statements, canceled checks and invoices must contain the name of the person requesting reimbursement.
Examples:
If your parent(s) pay for conference travel and you pay for the conference registration you must submit two separate reimbursement requests: 1 for your parent(s) expenses and 1 for your expenses.
If you and a friend each purchase supplies or food for an event, each person must submit their own separate reimbursement requests. One person cannot request reimbursement for all persons and expenses and then pay the individual parties later.
Reimbursements generally take at least 2 weeks to be processed once GSA Financial Director certifies all documentation is correct. Please plan accordingly.
Correction Policy:
GSA Financial Director will contact payee and department treasurer about any corrections or clarifications. Financial Director will make a second attempt within three weeks if there is no response to the initial attempt. If all corrections are not made within six (6) weeks of initial request by the Financial Director, the paperwork will be returned to the Treasurer.